Loreburn Housing Association Stock Condition Surveys

Loreburn Housing Association (LHA) is commissioning Stock Condition Surveys (SCS) across its housing stock to provide accurate, reliable and auditable data to support: - Scottish Housing Quality Standard (SHQS) compliance. - Energy Efficiency Standard for Social Housing (EESSH). - Long-Term Asset Management Strategy. - Business Planning and Financial Forecasting. - Planned Investment Programming. - Net Zero and Decarbonisation Planning. - Regulatory Assurance and Audit Requirements. The survey programme forms part of LHA’s rolling stock condition survey strategy, with the objective of surveying approximately 25% of stock annually over a four-year cycle. It is envisaged that the full four-year programme will include approximately 2,580 properties located within rural, semi-rural and urban areas throughout the Dumfries and Galloway region. The contract will initially be awarded for a two-year period, with extension options of up to two further 12-month periods. Any extension will depend on successful delivery of the initial contract period, ongoing assessment of the contractor’s performance against the published KPIs within the Invitation to Tender document, and Loreburn Housing Association’s sole discretion. Survey coverage shall be representative of the overall stock profile, including geography, age, archetype, construction type, property size, tenure, investment history, known compliance risk and repair demand. The contractor shall provide a documented sampling methodology and coverage report to demonstrate representativeness and identify any under-represented stock groups requiring targeted follow-up. Where properties cannot be physically accessed, LHA may utilise its approved cloning methodology; however, contractors must maximise access opportunities, clearly evidence all no-access attempts and minimise reliance on extrapolated data. Survey outputs shall support regulatory assurance requirements and provide sufficient confidence to inform asset management, business planning, financial forecasting and investment decision making. Loreburn Housing Association will prioritise the survey programme for each year of the contract. It is anticipated that surveys for each year shall be carried out over a continuous nine-month programme, with the remaining three months used as a catch-up period for difficult-to-access properties and any required follow-up activity. The Association will inform residents of the appointment of the contractor. Thereafter, the contractor will be responsible for contacting each resident directly to arrange suitable dates and times for all surveys. The contractor will provide the Association with a weekly programme throughout the contract, detailing all properties scheduled to be surveyed in the coming week. The report must list all no-access cases from the previous week, provide the date of any rearranged visit, and identify any case where a second visit has not been arranged, including the reason. It is an essential requirement of the contract that no more than 10% of the total number of completed surveys shall be cloned.